HFL MEDICAL ADD SPECIALTY

Transcription

1 March, 2012 Page i

2 TABLE OF CONTENTS 1.0 GENERAL INFORMATION SYSTEM OVERVIEW AUTHORIZED USE PERMISSION ORGANIZATION OF THE MANUAL ACRONYMS AND ABBREVIATIONS KNOWN ISSUES VERSION MAINTENANCE SYSTEM SUMMARY USER ACCESS LEVELS GETTING STARTED LOGGING ON SYSTEM MENU HEALTH FACILITY LICENSING SEARCH START PROCESS: ADD SPECIALTY Add Specialty: Description CHANGING USER PROFILE DATA AND PASSWORD EXIT SYSTEM 43 Page ii

3 1.0 GENERAL INFORMATION 1.1 System Overview An entity who wants to establish itself as a HealthCare Facility in the Emirate of Abu Dhabi should have a valid License from HAAD. After obtaining the License, the HealthCare Facility or a representative can apply for Adding a Specialty to the current list of Specialties of the facility. This can only be done after the facility has either a Preliminary or Permanent license from HAAD. 1.2 Authorized Use Permission The copyright for all material provided on the system is held by Health Authority Abu Dhabi (HAAD). Except as stated herein, none of the material may be copied in any form or by any means, including, but not limited to, any data, software, reports, and documents, or otherwise, without the prior written permission of HAAD. Permission is granted to display, copy, distribute and download the materials on this system for personal, non-commercial use only provided you do not modify the materials and that you retain all copyright and other proprietary notices contained in the materials. This permission terminates automatically if you breach any of these terms or conditions. Upon termination, you will immediately destroy any downloaded and printed materials. Any unauthorized use of any material contained on this system may violate copyright laws; trademark laws, the laws of privacy and publicity, and communications regulations. 1.3 Organization of the Manual 1.0 General Information: This section includes the basic information needed to understand the system, and the details of contacts that provide assistance. 2.0 System Summary: This section introduces the system technically. 3.0 Getting Started: This section provides the information needed to get started and use the system. - Page 3

4 1.4 Acronyms and Abbreviations Abbreviation HAAD HFL Full Description Health Authority - Abu Dhabi Health Facilities Licensing 1.5 Known Issues Browser Pop-ups: When clicking on Print, the window does not open as the client s browser settings may have it blocked. Enable the pop-up option as shown below: Browser Compatibility: The application is best viewed in Internet Explorer (IE) v8.0 onwards. Certain scripts will not work in browsers like Mozilla Firefox or Google Chrome or Apple Safari. 1.6 Version Maintenance Version # Date MAR-12 - Page 4

5 2.0 SYSTEM SUMMARY The entity has to complete/submit the transaction, in order for the Health Facilities Licensing Department within HAAD to take action. 2.1 User Access Levels /Screen Users Group Permissions Health Facilities HFL Group HFL Search Screen - Page 5

6 3.0 GETTING STARTED 3.1 Logging On Go to the URL and click on guidelines on creating a new username/password on the system. to download the 3.2 System Menu The login created in 3.1 will not directly have access to the HFL menu. If the entered ID is already available in the HAAD IT database, an will be automatically sent to the user with an activation link. Once this link is clicked, the user can access the HFL application. - Page 6

7 3.3 Health Facility Licensing Search The HFL user will get access to the screen as shown below. Multiple search filters can be used to view the records submitted/save as draft and to add additional details for execution of the request. Entering any of the filters and clicking on the shown in the e.g. below. Click on button, would display results as to clear all filters chosen and clicking on would open the page for New Registration (discussed in the New Registration user manual). - Page 7

8 Note: All icons shown above in the search results are initially disabled and are activated only after a record is selected for processing. Click on the radio button (circular shaped) of the required application record & choose the type of process required to be started from the list of icons. This icon access will be based on the logged-in user permissions & application status. - Page 8

9 Version 1.0 s Note: Each icon is described below: Icon Description Reports Re-Registration Renewal of License Cancellation of License Change of Title Change of Owner Change of Location Registration for Insurance Cancellation of Insurance Change of Type Add Specialty Note: Submit denotes that the application has gone through all the validation checks and is now with HAAD for further processing & approval. Print is available only for Submitted applications. - Page 9

10 Version 1.0 s Start : Add Specialty Add Specialty: Description The option of Add Specialty is invoked when a healthcare facility requires adding one or more than one specialty to their current list of specialties. Note: Existing application in the system with status of would enable the Add Specialty icon. School Clinics are not allowed to Add Specialties. or Read Me The instructions on the HAAD website should be read thoroughly, after which the checkbox should be checked. On checking this option, the button is activated as shown below. At any point in time, you can go back to the Search page by clicking the confirmation dialog would appear as shown below. button. A - Page 10

11 Note: All other tabs are disabled and would be activated only after clicking based on the process logic. - Page 11

12 Facility Info Clicking on activated. would display the below screen wherein all the remaining tabs are Note: The below is an example screenshot for a Provision of Health Services adding new Specialties. Only in this facility type, the subtypes are enabled for additional services. Other types of facilities will not have the subtypes activated. - Page 12

13 Editable form fields above are described in the table below: S# Field Name Validation Description 1 Facility Subtype Optional (only for Provision of Health Services) The existing subtypes are disabled with the option to select additional. 2 Fax Mandatory The Fax # of the healthcare facility. 3 P.O.Box Mandatory The P.O.Box of the healthcare facility. 4 Mandatory The address of the healthcare facility. 5 Telephone Mandatory The Telephone # of the healthcare facility. Managing Incharge / Owner / Partner Details Director / In Charge 6 English Name Mandatory The English Name of the Director/In-Charge of the healthcare facility. 7 Arabic Name Mandatory The Arabic Name of the Director/In-Charge of the healthcare facility. 8 Nationality Mandatory The Nationality of the Director/In-Charge of the healthcare facility. 9 Mandatory The address of the Director/In-Charge of the healthcare facility. 10 Mobile Mandatory The Mobile # of the Director/In-Charge of the healthcare facility. 11 English Name Mandatory The English Name of the PRO of the healthcare facility. 12 Arabic Name Mandatory The Arabic Name of the PRO of the healthcare facility. 13 Nationality Mandatory The Nationality of the PRO of the healthcare facility. 14 Mandatory The address of the PRO of the healthcare facility. 15 Mobile Mandatory The Mobile # of the PRO of the healthcare facility. PRO 16 Add Optional To be used only if there is more than 1 PRO for the same healthcare facility. If exists, then all the above fields are mandatory for PRO2, PRO3 and so on. 17 Delete Optional To delete an irrelevant PRO s record. - Page 13

14 Clicking on will take the control to the tab and clicking on would advance to the tab only after all field validations are completed in the tab. This would take place subsequently as the application progresses from tab to tab. - Page 14

15 Facility Details Note: Depending on the facility type chosen, the 1 st sub-tab in the Facility Details tab has all details for such a facility type. All other sub-tabs starting from to are common across all Facility Type values. The dependencies and validations of these sub-tabs are mentioned in the HFL Medical - New Registration user manual Facility Type None of the fields in all the facility types for the 1 st sub-tab are mandatory. Note: In the below screenshot for a Center, Clinics & Diagnostic Services is optional. - Page 15

16 Note: In the below screenshot for a Clinic, Clinics is optional. Note: In the below screenshot for a Hospital, InPatient Services, Beds Allocation, Accident Emergency, OutPatient Services is optional. - Page 16

17 Vocation The sub-tab is common for all Facility Type options. - Page 17

18 By default, the options under is always active depending on the Facility Type. All the other categories are disabled and depend on options chosen under. Two new fields are displayed here: Current No. of Specialty - Displays the current number of specialties in the facility. New No. of Specialty Will be populated automatically when new specialties are chosen. - Page 18

19 Selecting additional Specialties automatically increases the count in the New No. of Specialty field and also enables the corresponding categories to be chosen. (screenshot below) - Page 19

20 Support Clinical The in the sub-tab is common for all Facility Type options. The section will be enabled only if is checked under sub-tab. All checkboxes are Optional. - Page 20

21 Medical Laboratory The sub-tab is dependent on the Facility Type options. It will be enabled only if is checked under in the sub-tab. All checkboxes are Optional. - Page 21

22 Medical Diagnostics Imaging Services The sub-tab is dependent on the Facility Type options. It will be enabled only if is checked under in the sub-tab. All checkboxes & text fields are Optional. - Page 22

23 Staffing (Applicant) The sub-tab has all the Health Professional names listed from HPL system. It has no dependencies on Specialties & Sub-Specialties. Note: All e.g. screenshots for various staffing are shown below from Section to Page 23

24 Consultant Physician - Page 24

25 Specialty Physician - Page 25

26 Visiting Consultant - Page 26

27 Medical Practitioner The Medical Practitioner field is always enabled, but optional Consultant Dentist Specialist Dentist GP Dentist - Page 27

28 Nursing & Midwifery Clinical Support - Page 28

29 Alternative Medicine Note: This section is always disabled and will be enabled by HAAD until further notice Paramedics - Page 29

30 Staffing (HPL) The sub-tab has all the Health Professional names listed from HPL system along with the actual count of all Professionals of the facility. All the fields here are disabled. - Page 30

31 Attachments All related required for the application are explained in the below screenshot. Note: Attachment is Optional. Clicking on will open the window where the attachment can be chosen from the user s desktop or any other location. - Page 31

32 Terms & Conditions The checkbox should be checked. should be read thoroughly only after which the Note: This checkbox is Mandatory for application submission. - Page 32

33 Appendices Note: All are Optional Appendix A Medical Laboratory Tests List - Page 33

34 Appendix B Medical Diagnostic Imaging Exams List - Page 34

35 Appendix C Major Medical Equipment List - Page 35

36 Payment History The tab shows a history of all payments done for the complete process of Add Specialty. The fee details displayed depend on the Facility Type. Fixed amounts based on Facility Types are mentioned on the HAAD website: - Page 36

37 Application History The application workflow steps with an activity log & status is shown in the tab. This is just a reference for the applicant to track the application status from time to time. Note: Details will only appear once the application is under process in HAAD. Until such time, this tab will always display NO RECORDS FOUND. - Page 37

38 Workflow The application types. (within HAAD) is shown below which is applicable for all facility - Page 38

39 Audit The tab will have the Audit Report once the application crosses the Audit step in HAAD. If an Action Plan is required, then the applicant will be alerted accordingly. - Page 39

40 Remarks The tab enables the applicant to enter any Remarks for HAAD as shown below: - Page 40

41 Submit The button allows the user to submit all data to HAAD. All mandatory entries will be validated & verified before a submission takes place. Once is clicked, the button is enabled whereas the button itself is disabled. If all validations are passed, the application will be submitted to HAAD giving a new Application #; otherwise necessary alerts will be displayed for missing information. Note: A submitted application cannot be accessed again for data changes unless sent back from HAAD to the user who submitted it, in case of any missing information. Once the application has started processing within HAAD, the application status would change accordingly. All necessary steps are performed until Approval and then, the healthcare facility can visit HAAD to obtain the letter stating the addition of the New Specialty or Specialties. - Page 41

42 Print The button allows the user to print all data which is submitted in the application. (Sample shown below) Note: Print option is enabled only for Submitted data. Sample print layout is as below: - Page 42

43 3.4 Changing User Profile Data and Password Please refer to the Registration for information on how to change user profile data/password. 3.5 Exit System You can exit from the application by clicking on Sign Out link on the top of the screen as shown below. - Page 43